Village of Oak Park Board of Trustees met May 4.
Here is the agenda provided by the board:
I. Call to Order
I Roll Call
III. Agenda Approval
IV. Minutes
A. ID 20-126 Motion to Approve Minutes from the Remote Special Meeting of April 27, 2020.
Overview: This is a motion to approve the official minutes of meetings of the Village Board.
V. Non-Agenda Public Comment
VI. Village Manager Reports
B. ID 20-125 Status Report to the Village Board Regarding the Response to an Emergency Affecting the Public Health Pursuant to Resolution 20-120 Adopted on March 13, 2020 and Extended by Resolutions 20-124 and 20-128 which Continues the Emergency through June 1, 2020
Overview: The Village Manager and several key staff will provide a status report.
VII. Consent Agenda
C. RES 20-101 A Resolution Approving Various Service Agreements with Call One Inc. to Provide Voice and Data Circuit Services in a Total Amount Not to Exceed $90,000, Authorizing Their Execution and Waiving the Village's Bid Process for the Agreements
Overview: Call One Inc. has been providing voice and data circuits for the Village’s telephone, radio, eCommerce and Alarm systems. The service agreements between Call One and the Village are up for renewal on May 19, 2020.
D. RES 20-103 A Resolution Approving a Three Year Lease Agreement and a Three Year Maintenance Agreement with Xerox Financial Services LLC and Chicago Office Technology Group Respectively for Copier and Printer Equipment at a Cumulative Three Year Cost Not to Exceed $108,000.00 and Authorizing Execution of the Agreements
Overview: The Village’s existing three year lease agreement with Xerox Financial Services (XFS) and maintenance agreement with COTG is scheduled to expire on May 31, 2020 and all equipment in our possession under this lease must be returned to XFS no later than this date.
The existing agreement covers the lease of twenty-five units of copiers and printers used throught the village located at Village Hall, Public Works, and the Fire Stations. However, the Village will now own eight local printers upon termination of the old lease and therefore, only seventeen pieces of new copier equipment are required under the new lease.
E. RES 20-116 A Resolution Approving a Customer Agreement and Rental Agreement with Canon Solutions America Inc., for a Five-Year Lease of an Oce ColorWave 3500 Printing System in an Amount Not to Exceed $49,825.00, Authorizing Their Execution and Waiving the Village’s Bid Process for the Agreements
Overview: The Engineering Division is currently leasing a large format printing system for copying, scanning, and printing and is about to enter the fifth year of the current five year lease. The current vendor, Canon Solutions America, is offering a discount to purchase back the equipment and provide a discount for new equipment under a new five year lease which will save the Village money. Canon Solutions America Inc. was previously selected five years agao as the vendor using a request for proposal process and has the lowest competitive cost and best service.
F. RES 20-122 A Resolution Approving the Renewal of the Annual Software License and Support and Maintenance Agreement dated December 15, 2014 with CityView, a Division of N. Harris Computer Corporation, for the Village’s Permitting, Licensing and Inspection Services in an Amount Not to Exceed $161,268.47 and Authorizing its Execution
Overview: The Village launched the CityView Permitting, Licensing and Inspection software solution known locally as VillageView on May 9, 2016. The Village enters into an Annual Maintenance Agreement with CityView to receive regular software updates and technical support services.
G. ORD 20-035 An Ordinance Amending the Fiscal Year 2020 Annual Budget
Overview: An ordinance is hereby presented to appropriate funds for FY20 to approve the carryforward amendments from unspent 2019 appropriations in an amount equal to $122,172.27. The carryforward requests are for unspent expenses budgeted in the prior year and not re-appropriated in FY20 for funding for Housing Forward Flexible Rental Assistance Program and the Interim Housing Program for the Showalter Residence.
VIII. Regular Agenda
H. ID 20-122 Overview of the CDBG CARES (Community Development Block Grant Coronavirus Aid, Relief, and Economic Security) Act Funding
Overview: The Village was awarded $980,107 in CDBG CARES Act funding.
I. MOT 20-022 Trustees Walker-Peddakotla and Boutet Request a Motion to Consider the Village Board Creation of a Small Business Recovery Task Force that will work with Oak Park’s Small Business Community to Support them during the Covid-19 Emergency.
Overview: Mary Ann Bender, DPM, and President of the Oak Park and River Forest Chamber of Commerce, via email asked the Village Board to form a Business Recovery Task Force for the Village of Oak Park. A copy of that email is attached.
IX. Call to Board and Clerk
X. Adjourn
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